Administrative Assistant

ART Security; City of Melbourne; On-site; AUD 52,000 - 68,000; Full time

Job summary

ART Security in Hawthorn East, Victoria seeks a Client Service Officer to provide high-quality customer service, respond to client enquiries, raise invoices and support sales and service teams. You will assist with scheduling, invoicing and coordinating service dispatch during absences.

You will also help organise company functions and create invitations/flyers as needed, with strong computer and Office 365 skills to handle multi-tasking and detailed administrative tasks.

Qualifications

• Excellent telephone manner and communication skills.
• Proven customer service skills with a customer focused attitude.
• Ability to problem solve.
• Accuracy, attention to detail and a retentive mind set.
• Very good time management skills.
• Excellent computer skills including Office 365 and willingness to learn new systems.
• Ability to multi-task and work in a team.

Responsibilities

• Administration: support accounts invoicing and month end.
• Onboarding and offboarding clients.
• Handling customer enquiries and customer service.
• Organising and maintaining filing systems.
• Administrative support tasks for Sales Department.
• Provisioning of items such as stationery and uniforms.
• Provide daily assistance to the Service Dispatcher and Service Department.
• Answering service phones and booking service calls as required.
• Taking detailed messages for Service Dispatcher to return.
• Confirming technicians' job cards and dispatching next jobs.
• Manage service technician schedules and regional interstate contractors.
• Weekly restocking of service vans.

Skills

Telephone skills

Customer service

Office 365

Multi-tasking

Time management

Attention to detail

Team collaboration

Tools

Office 365

Job description

If you are looking for a diverse and challenging position then come and join our progressive team in a company that is always looking to expand and develop. Our company is 100% family owned and based in Hawthorn East, Victoria and is an industry leader in Security Monitoring, Sales, Installations and Service.

Reporting mainly to the Finance Manager and Chief Operational Officer your role will be multi-faceted. Your tasks will concentrate, in the majority, on integral revenue support functions while also providing some daily assistance to other departments as required. One important area you will be expected to assist with is the Service Dispatch role which you will occupy and manage during any planned or unplanned absences of the Service Dispatcher.

As a Client Service Officer, you will be expected to provide a high quality of customer service in responding promptly and effectively to client enquiries, investigating and resolving escalations, liaising between the company's clients, current and potential, and the technical team members to schedule jobs, raise invoices and complete any other designated/related tasks. You will also be supporting the Sales team in the area of business and project development.

Another creative aspect of your position is to assist department managers with the organisation of the well supported company functions both for our team members and our valued clients such as Christmas get together and promotional events. For this an ability to produce material such as invitations/flyers/etc is required.

We have listed below your primary list of tasks which will include:

Administration:

Support the accounts team in invoicing and month end

Onboarding and Offboarding Clients

Handling customer enquiries and customer service

Organising and maintaining filing systems

Administrative support tasks for Sales Department

Provisioning of items such as stationary and uniforms

Service Dispatch Continuity:

Provide daily assistance to the Service Dispatcher and Service Department and provide continuity to Service Dispatch role during scheduled lunch breaks

Answering service phones

Booking service calls for clients as required

Taking detailed messages for Service Dispatcher to return

Confirming technicians' job cards

Dispatching technicians' next job

Provide continuity to Service Dispatch role during planned or unplanned absences by Service Dispatcher

Requires the ability to completely manage Service Dispatch role in the absence of Service Dispatcher

Answering service phones

Action all requests for service

Book jobs directly with client

Liaise with client to book job from emailed service request

Work with installation department to schedule jobs for service technicians

Manage service technician's schedules

Dispatch service technician's jobs

Confirm service technician's completed job cards and convert to invoice

Manage regional and interstate service contractors

Weekly restocking of service vans

Key Attributes of Successful Applicant:

Excellent telephone manner and communication skills

Proven customer service skills with a customer focused attitude

Ability to problem solve

Accuracy, attention to detail and a retentive mind set

Very strong computer skills including Office 365 with a willingness to learn new systems

Ability to multi-task

Ability to work in, and contribute to, team development

Very good time management skills

Good geographical knowledge of Melbourne Metropolitan area